As an administrator, you have access to managing users and roles for your organisations. The platform has two key features to help make this easy:
Feature 1: Permissions (by Platform, Product & Location)
Permissions help provide granular access for individual users, or to a set of users associated with a role.
Feature 2: Roles (Sets of Permissions, Deployed Across Users)
Define a role (set of permissions) once which can then be consistently applied across users, with the exception of locations. This makes managing different levels of access across numerous users simpler and safer.
How to Add/Edit Users
Log in to your portal and head to Settings ➡ Access.
To add a new user, click the Add new user button, then add their details and assign their permissions and location(s), or alternatively, assign them a role.
Hover your mouse to the Edit button next to access to change permissions or their role, reset the password, or deactivate their access entirely.
A Guide To Different Permissions
Platform Permissions
Workspace owner: Full control over settings and users. This includes the ability to modify other workspace owners. It is initially granted during implementation and by authorised requests to Support.
Edit settings: View and edit configurations for the specific product(s) a user has access to.
Edit users: To allow the user to manage access, define and assign roles.
View reports: Provides access to viewing/download reports/dashboard for the specific product(s) a user has access to.
Worker Compliance Product Permissions
Permission Types
View data: View all associated data for the specific location(s) and product module(s) a user has access to. Users are also able to add files.
Manage data: Manage all associated data for the specific location(s) and product module(s) a user has access to. "Manage" actions include adding/editing/archiving people in the system and changing the status of documents and requirements.
Batch edit data. Make batch changes to data and send messages to multiple people at once.
Product Module Access
Applications: View and manage applications for new applicants and workers changing roles, according to access levels. See all records associated with an application. Specifically, this allows access to the "Applications" and "Approvals" tabs, and "Reports" if allowed.
Ongoing Compliance: View and manage data for workers according to access levels, excluding new applicants. Specifically, this allows access to the "People" and "Approvals" tabs, and "Reports" if allowed.
Profile Types Access
Allows visibility to the relevant profile types: Permissions can be granted for: Contractors, Employees, Suppliers, Students and Volunteers.
Check Group Access
Users can be granted permissions to only view specific checks if desired.
Configure check groups for the purposes of permissions via Access > Check Groups and then assign users the relevant check groups they should see.
Entry Management Product Permissions
Full evidence access: View approved vaccination documents after 24 hours. Users without this permission can only view documents when not yet approved, and within 24 hours after approval.
Batch edit data: Batch archive people or change resident status to unavailable, merge residents.
Note, Entry Management users can see all Profile Types, including Clients & Residents but have a more limited view.
Locations
Provides permission to view data for specific location(s) relevant to the user.
A Guide To Managing Roles
To view and manage roles, log in to your portal, choose All Locations from the locations filter, and head to Settings ➡ Access ➡ Roles.
Adding/editing roles
To add a new role, click the Add new role button, then name the role and define the permissions associated with that role. Roles can then be edited if needed, or deleted if no longer in use.
Organisations can customise roles to their needs and create as many roles as needed to cover different user types (e.g. system admins, reception, reports viewers, etc.)
Assigning roles
Once roles have been set up, simply edit a user and assign them a role via Settings ➡ Access. Users who are not assigned a role will retain their original permissions.
For larger organisations, contact us for help with a one-time migration to roles using a bulk import (implementation costs may apply).
Suggested Roles
Suggested Roles
While each organisation can create their own roles, below are a list of suggestions which can be used for inspiration.
Worker Compliance Roles
• Worker Compliance Administrator – Full access to all Worker Compliance features except user management
• Worker Compliance Power User – Perform advanced actions in Worker Compliance and view reports.
• Worker Compliance Standard User – Standard access to Worker Compliance and view reports.
• Worker Compliance User – Standard access to Worker Compliance, no report access.
• Worker Compliance Reports Viewer – Can view reports but take no actions.
• Worker Compliance Viewer – Read-only access to all of Worker Compliance.
• Worker Compliance Applications User – Can manage Applications within Worker Compliance.
• Worker Compliance Applications Viewer – Read-only access to Applications.
• Worker Compliance Ongoing Compliance User – Can manage Ongoing Compliance within Worker Compliance.
• Worker Compliance Ongoing Compliance Viewer – Read-only access to Ongoing Compliance.
Entry Mangement Roles
• Entry Management Administrator – Full access to all Entry Management features except user management
• Entry Management Power User – Can perform advanced actions in Entry Management and view reports
• Entry Management Reports User – Can view reports
• Entry Management Standard User – Standard Entry Management usage access
Common Questions
I need help managing or getting access
I need help managing or getting access
If you're not an administrator, contact your HQ to request your access or on behalf of a colleague. If you are an administrator (from HQ) and don't have the feature to manage users, don't hesitate to contact us.
Why can't I edit my co-administrators?
Why can't I edit my co-administrators?
As a security measure, we don't allow anyone with Edit Users access to edit each other's profiles. Users with Workspace Owner permissions can make these changes.